Human resources assistant

Location: Long Island City, NY (onsite 5 days a week with hybrid option after 90 days of employment)
Pay: $60,000-$75,000
Job Title: Human Resources Assistant

Job Overview:
The Human Resources Assistant plays a critical role in supporting the SVP of Human Resources and the HR Director through high-level administrative, operational, and project-based support. This role supports HR activities for the corporate office and a unionized workforce within the janitorial and building services industry in the New York City Metro Area. This position serves as a liaison between HR and other departments, facilitating communication, ensuring seamless execution of HR initiatives and programs, and contributing to strategic priorities through administrative expertise.
The HR Assistant excels in managing sensitive information with discretion, and demonstrates the confidence and professionalism required to represent the HR function across the organization. This position will also provide excellent customer service in all interactions and support efforts to foster a positive work environment.
Responsibilities:
• Serve as the primary point of contact for general HR-related inquiries, delivering prompt, professional, and accurate guidance or directing inquiries appropriately.
• Provide end-to-end administrative support for internal workplace investigations, including intake, documentation, case tracking, and follow-up communications.
• Manage calendars, incoming calls, schedule meetings, prepare agendas, and coordinate presentations for internal and cross-functional initiatives.
• Assist in the implementation and optimization of HR systems, tools, and workflows to enhance departmental efficiency.
• Support coordination of onboarding and offboarding processes in partnership with internal stakeholders, ensuring consistent and compliant employee experience.
• Maintain and manage highly confidential digital and physical HR records in accordance with internal policies and regulatory standards.
Support data management and reporting for HR metrics, PTO tracking, compensation planning, and other business-critical initiatives.
• Collaborate with HR leadership in supporting union-related activities and labor relations efforts.
• Coordinate responses to unemployment claims and government audits, including document collection and compliance review.
• Contribute to key HR initiatives such as employee engagement programs, compliance training, benefits administration, and internal communications.
• Support HR responses and actions to all ad hoc requests.
Qualifications and Competencies:
• Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• Minimum of 3+ years of progressive experience in a high-level administrative or HR support capacity, preferably in a corporate environment.
• Experience in a unionized work environment, particularly in janitorial, facilities, or service industry, strongly preferred.
• Demonstrated experience supporting executive leadership and supporting productive cross-functional relationships.
• Bilingual fluency in English and Spanish required.
• Advanced organizational and project management skills; able to prioritize competing demands with urgency and accuracy in order to meet deadlines.
• Outstanding written and verbal communication skills, with the ability to engage professionally at all organizational levels.
• High level of proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint); experience with HRIS platforms and document management systems strongly preferred.
• Discreet and dependable in handling sensitive information and maintaining confidentiality.
• Personable, professional, and collaborative, with the ability to build rapport and trust across internal teams and external business contacts.
• Operates with initiative, accountability, and a commitment to service excellence

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact

[email protected]

.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.